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Croner Simplify
~ Health & Safety Training Workbook ~
Version 4.0
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Contents
Health and Safety Support ...................................................................................................................... 3
Health and Safety Overview ............................................................................................................... 3
Policies ................................................................................................................................................ 5
Organisation & Responsibilities .......................................................................................................... 7
Planning & Implementation .............................................................................................................. 12
Monitoring & Review ........................................................................................................................ 14
Communications ............................................................................................................................... 18
Accident Reporting Tool.................................................................................................................... 20
Document Information ......................................................................................................................... 25
Health & Safety Document Locations ............................................................................................... 25
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Health and Safety Support
This section will cover the optional Health and Safety Support element which features within
Croner Simplify including H&S Policies, Procedures, Risk Assessments and assigning H&S
Responsibilities to nominated individuals. It also covers important record keeping such as
review of H&S Policy, Communication, Monitoring and Training.
The sections are laid out in line with the Health and Safety Executive’s standard for H&S
Management Systems “HSG 65: Successful Health and Safety Management”.
Health and Safety Overview
This area provides access to a list of H&S processes, the Accident Reporting Tool and the H&S
Audit Tool. It is the default screen that appears when the Health & Safety tab is selected.
There are a number of standard processes relating to Health and Safety such as Display Screen
Equipment, Manual Handling and Pregnancy Risk Assessment. A new Process can be started
by clicking the Go To Processes button.
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Clicking the Audit Tool button will launch the H&S Audit Tool. The Audit Tool will allow the
user to create H&S Audit’s examining different areas and issues within them e.g. an audit
covering only Display Screen Equipment issues within an office can be completed or a
comprehensive audit on the whole premises covering a number of H&S issues can also be
undertaken.
Once launched, the H&S Audit Tool includes a comprehensive User Guide accessible as shown
below:
Clicking the Accident Reporting Tool button from the Overview tab will launch Croner’s
Accident Reporting and Recording Tool.
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Policies
This area provides access to H&S Policies as supplied by your Consultant and also allows you
to upload your own Policies.
The documents will be accessible via the folders on the left hand side of the page, with options
to Delete, check who has viewed the document, download a copy of the Policy or simply View
the document.
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Clicking the Upload New Document button will open the document upload screen as shown
below. The settings within this area allow you to restrict access to the document by User
Profile type and location.
If you create your own Policies you will also need to create a related Procedure. This will help
you to demonstrate how you actually fulfil the requirements of your Policy.
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Organisation & Responsibilities
This area allows you to designate H&S Responsibilities to key members of staff which will
automatically populate your H&S Organisation Chart.
It is important to be able to demonstrate that you have designated H&S Responsibilities to
individuals and, more specifically, what those Responsibilities are. Croner Simplify provides
you with a number of preset templates with which you can create your own Responsibilities.
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Clicking the Add New Responsibility button will open a screen which allows you to assign
H&S Responsibilities to an individual, based on their level of authority:
The Responsibility drop-down box allows you to choose from a number of preset,
representative Responsibilities, based on level of seniority. The presets are:
Managing Director. This is a ‘top level’ responsibility and is normally the most senior
person e.g. Managing Director, CEO etc. This Responsibility covers senior management
issues such as H&S planning and strategy, resources, insurance, communication,
consultation and contingency planning. It is recommended that this Responsibility be
assigned to only one person.
Director. This is a senior management position, reporting directly to the top level. This
Responsibility is concerned with implementing H&S strategy, e.g. risk assessments,
safe systems of work, training etc.
Supervisor. A lower level management position which covers ‘shop floor’ issues such
as supervision of employees, completing H&S checklists, providing personal protective
equipment etc.
H&S Officer. This responsibility should be used when you have identified ‘competent
person(s)’ for Health and Safety. Covers the more technical aspects e.g. advising
management on changes to legislation, arranging H&S meetings, accident
investigation etc.
The Employee drop-down box will allow you to assign the responsibility to the selected
individual. To be able to select an individual you need to have created an employee record
using the New Starter Wizard in the Employee area of Croner Simplify.
If you are using Simplify exclusively for Health and Safety management then you only need to
complete the mandatory fields to be able to set up each employee.
The Report To field will be present (unless assigning a responsibility to Managing Director
level, who doesn’t report to anyone else!) and will allow you to specify to whom the selected
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person reports to. This field is important as it will dictate where the Responsibility appears in
the H&S Organisation Chart.
Once you have completed the Date Assigned and Description fields, click Save. This will then
populate the details into the Responsibilities table:
When you create a Responsibilities entry, an example Responsibility document will be created
which you can edit to reflect your organisation. When you click on the Responsibility entry, it
will expand to include the Manage Document link (highlighted above). Clicking this link will
open up the following screen:
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You can use the Actions buttons on the right to either edit (pen and paper icon) or delete the
document (‘no entry’ icon). Clicking the edit button will launch the editable Responsibility
document, which will look like the following:
You can then personalise and save the document as needed, reflecting the individual’s
Responsibilities for Health and Safety. Furthermore by clicking on the Upload Document
button you can upload your own documents relating to that individual’s responsibility.
Providing you have completed the preceding screens correctly, the H&S Organisation Chart
should be automatically populated with the selected individuals. To access the chart just click
on the H&S Organisation Chart button:
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You can also get to the chart by going to the My Organisation tab and selecting ‘by H&S
Responsibility’ as the Chart Type:
If you need to make detailed changes to your H&S Organisation Chart then contact
your H&S Consultant as they will be able to help you.
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Planning & Implementation
This area gives you access to the Company Procedures and Risk Assessments. These
documents help demonstrate that you manage H&S issues in a planned and systematic way.
As with the Policies section you can access your Procedures and also upload your own using
the Upload New Procedure Document button.
Risk Assessments however are slightly different in that they behave in a similar way to
documents in the Template Library area. When you select a document from the folders on
the left you have the option to Preview, which opens a copy of the document, or Use
Template, which opens an editable version of the document.
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Once you choose to Use Template, your copy of the risk assessment will appear in the Risk
Assessment Documents table. This then allows you to edit (pen and paper icon) or delete the
assessment (‘no entry’ icon).
You can also upload your own Risk Assessment templates using the Upload New Risk
Assessment Document button.
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Monitoring & Review
This area allows you to record your actions such as H&S Training, Review and Monitoring and
provides important evidence that you are being proactive in your management of Health and
Safety issues.
Clicking the Add New Training button will open the Create Training Record screen. Here you
can select the Employee Name, the name of the training given, the date of the training and a
description:
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Once you Save the record it will then create an entry onto the Training table. Here you can
upload a document using the Manage Document link, edit or delete the entry.
Examples of H&S training records include H&S specific inductions, toolbox talks, fire
marshal training and H&S qualifications e.g. NEBOSH/IOSH/BSC/CIEH courses and
CSCS cards.
The Health and Safety Review Log allows you to keep a record of when you have reviewed
your H&S Policy, Procedures, Risk Assessments or other documents. This serves to provide a
valuable record and evidence that you are proactively keeping your documents up to date and
that they properly reflect your working practices.
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Clicking the Add New Review Log button will open the Create Review Log screen:
This allows you to assign a Location, Department, name of reviewer and review date plus a
description of the review. Click ‘Save’ to place the entry in the Health and Safety Review Log
table. A document can be uploaded using the Manage Document link or you can edit or delete
the entry.
It is recommended that you review your overall H&S Policy at least yearly including
individual Policies, Procedures and Risk Assessments to ensure that they remain
relevant to your working practices. You should also perform a review of relevant
documents following an accident, case of work related illness/absence or near miss.
The Health and Safety Monitoring Log allows you to record when you have undertaken H&S
Monitoring e.g. following a workplace inspection, if you have had inspection or maintenance
work carried out by a competent person or air/noise/vibration monitoring. Furthermore your
Croner H&S Consultant will prepare Monitoring Checklists for you as part of the ongoing
implementation of your H&S service.
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Clicking Add New Monitoring Log will open the Create Monitoring Log screen:
This screen allows you to allocate a Location, Department, name of reviewer, date of review
and a description of the monitoring being carried out. Clicking Save will make an entry into
the Health and Safety Monitoring Log table, with the same functionality as the Training and
H&S Review Log areas.
Your Consultant-prepared Monitoring Checklists should be completed and uploaded
to Simplify at agreed frequencies. This is important as it shows that you are being
proactive with your H&S management.
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Communications
This area allows you to record communications to employees and others on Health and Safety
issues, providing evidence that you are not only providing H&S information but also
demonstrating that you have a positive H&S culture.
Clicking the Create Communication button opens the following screen:
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Here you can define a subject and make notes about the type of communication. You also
have the option to Mark as important, which when selected will flag the communication as
being of high importance. You can also Create Task, which adds a task to the To-Do list in the
Day to Day area.
Once you click Save an entry is made to the Communications table. You will be able to upload
a document using the Manage Document link. You can also edit or delete using the relevant
buttons under Actions.
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Accident Reporting Tool
This tab contains useful information and advice on matters relating to health and safety. Some of the information is for subscribed users only however the Accident Reporting tool is available for everyone.
The Accident Reporting tool can assist in the reporting of accidents, dangerous occurrences, diseases and near misses in the workplace. By guiding you through a series of questions, it will help you identify what is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
Click on H&S Overview tab
Click on the Accident Reporting Tool button
A separate window opens up
Click on Create a new report button
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The report needs to be completed step by step
Complete the appropriate options and click Next to proceed to the next screen
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After completing the various screens click on Save/Finish
Click on the Print icon to print the report off in pdf format and send it to the appropriate authorities
Alternatively click on the Email icon to email the report
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An example of what a report will look like is shown below
To modify your report click on the ‘User Reference’ number
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Document Information
The following information shows where specific Health & Safety documents can be located
within Simplify.
Health & Safety Document Locations
To help you with your record keeping the following tables give examples of where you can
find Croner templates in Simplify and also gives recommendations on where to upload your
own completed or bespoke documents.
Please note that in order to provide evidence of compliance certain company specific
documents and completed templates will need to be obtained or completed and uploaded by
you. These are documents that would be created in-house or supplied by external providers
e.g. first aid training certificates.
If you cannot find your Croner templates then contact your H&S Consultant to discuss.
Croner Simplify: Core Product
Document
Croner
Document/
Template/
Tool?*
Location
PPE records
My Employees>(Employee
Name)>Health & Safety>PPE
(click on Add New PPE Item to
create record)
Occupational Health Records
My Employees>(Employee
Name)>Health &
Safety>Occupational Health
H&S Information/Guidance
Croner-i>Business
Essentials>Health and Safety
Essentials
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Document
Croner
Document/
Template/
Tool?*
Location
Accident Recording & Reporting
Tool
Health & Safety>H&S
Overview>Accident Reporting
Tool (click Accident Reporting
Tool button to launch)
Croner Simplify: H&S Support Service Only
Document
Croner
Document/
Template/
Tool?*
Location
H&S Audit Tool
Health & Safety>H&S
Overview>Audit Tool (click Audit
Tool button to launch)
‘Legacy’ H&S Management
System/ CHEFFS
System/Handbook
Health &
Safety>Policies>Company
Documents
H&S Policy Statement
Health & Safety>Policies>Health
& Safety Management>Health &
Safety Arrangements
H&S Policy Handbook
Health & Safety>Policies>
Handbook AND
Documents>Guidelines &
Policies (allows non-H&S users
to view Policies)
Bespoke H&S Policies
Health & Safety>Policies (click
Upload New Document to
upload – this will allow you to
select which folder the Policy
appears in)
Employee Handbook Health & Safety>Policies>
Handbook
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Document
Croner
Document/
Template/
Tool?*
Location
H&S Management Structure
Health & Safety>Organisation &
Responsibilities (Click H&S
Organisation Chart button to
launch Org Chart tool)
H&S Responsibilities/Duties
Health & Safety>Organisation &
Responsibilities>Responsibilities
(click Add New Responsibility if
you want to create your own)
H&S Procedures
Health & Safety>Planning &
Implementation>Procedure
Documents
Bespoke H&S Procedures
Health & Safety>Planning &
Implementation>Procedure
Documents (click Upload New
Procedure to upload – this will
allow you to select which folder
the Procedure appears in)
Risk Assessment Templates
Health & Safety>Planning &
Implementation>Risk
Assessments>Risk Assessment
Templates
Completed Risk Assessments
Health & Safety>Planning &
Implementation>Risk
Assessments>Risk Assessment
Documents
Risk Manager
Health & Safety>Planning &
Implementation>Risk
Assessments>Risk Assessment
Documents OR Health &
Safety>Monitoring &
Review>H&S Review
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Document
Croner
Document/
Template/
Tool?*
Location
H&S training records: H&S
specific inductions, toolbox
talks, fire marshal training, first
aider training and H&S
qualifications e.g.
NEBOSH/IOSH/ BSC/CIEH
courses and CSCS cards
Health & Safety>Monitoring &
Review>Training
Croner H&S Reviews e.g.
inspection reports, audits,
document reviews
Health & Safety>Monitoring &
Review>Health & Safety Review
Log
H&S Reviews e.g. inspections,
reports, audits, amendments to
documents, HSE/EHO visit
communications and actions,
insurance inspections
Health & Safety>Monitoring &
Review>Health & Safety Review
Log
H&S Monitoring Checklists
Health & Safety>Monitoring &
Review>Health & Safety
Monitoring Log
Monitoring Documents e.g.
completed H&S Monitoring
Checklists and other monitoring
records such as noise, vibration,
hazardous substance,
temperature etc.
Health & Safety>Monitoring &
Review>Health & Safety
Monitoring Log
H&S Generic Forms/Records Documents>Guidelines &
Policies